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Replacing Legacy Systems with the AS400 System

A Division of Luen Thai. Replacing Legacy Systems with the AS400 System. Revised on 12 Apr 2003. Rationale. Problems with GJM’s Legacy Systems: Too many sub-systems that are not integrated, creating a lot of manual work and double handling of data

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Replacing Legacy Systems with the AS400 System

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  1. A Division of Luen Thai Replacing Legacy Systems with the AS400 System Revised on 12 Apr 2003

  2. Rationale • Problems with GJM’s Legacy Systems: • Too many sub-systems that are not integrated, creating a lot of manual work and double handling of data • Need to maintain numerous reference numbers such as GWOS, FWOS, CWOS and EC, creating internal communication problems • System is outdated, it was designed to handle VSS orders, requirement for other Buyers are not addressed • GJM does not own the source code for most the systems, making enhancement difficult and costly

  3. Rationale • Advantages of the AS400 System: • Sales, merchandising, material logistics and FG invoicing modules share the same database, eliminating double handling of data. • Control of data is enhanced through direct download/upload of sales/purchase data to SAP-FICO • The entire system maintains one key reference number, Internal Order (IO) number used by all parties across companies • IT support is readily available • Users will operate just one system

  4. Rationale • Disadvantages of the AS400 System to GJM: • AS400 does not have a pre-production system • GJM will have to use LT’s codes and formats

  5. Implementation Strategy • Legacy systems to be kept: • GJM’s pre-production and sample making systems such as SRS, SLS, OSS, SMV, BOM, PDM and Gerber

  6. Implementation Strategy • Legacy systems to be replaced: • FinPlan replaced by an formatted excel file • CMS replaced by IORS, but using gross YY in final costing • Order details information in PSS replaced by an formatted excel file • TIS, FSS, PSS replaced by Purchasing module • QTS replaced by Quota monitoring system • WMA, Accpac Trims replaced by ATL Logistics inventory system and WareTrack • FPS replaced by Production monitoring system

  7. Implementation Strategy • Documents to be eliminate or replaced: • D/N from MP to Logistics will be eliminate. • PC from MP to Production will be eliminate. • Order Placement Confirmation Form will be replace by Sales Detail with sketch.

  8. Implementation Strategy • Additional AS400 systems to be used: • Sales confirmation module, for sales monitoring • Invoicing system, with linkage to IORS, for better control of prices • QA module, with linkage to the PO, to enable QA team to key-in inspection report in the same database • IO File Status Control for PI orders only

  9. Implementation Strategy • Proposed Timetable: • Dec/2002 - CK orders (PYO and PI production) • Jan/2003 - CK orders (SL production) *Manual • Feb/2003 - Best/DDS orders • Mar/2003 - GJM-US orders • - GJM-UK orders

  10. Implementation Strategy • To facilitate creation of PO in AS400: • Material Procurement will station a purchaser in Panyu to support the master table encoding and system updating • GJM’s purchasing will encode the Trims PO in AS400 • GJM-Panyu’s version will use ATL system as factory logistics and inventory system • Due to the Sri Lanka is no AS400 connection. MP should printout the report from AS400 and send it to them. Example: Sales Report, IO Heading and etc.

  11. Internal Order (IO) Coding System Example: T 87008-8 Production Month (8th digit) Split I/O (7th digit) Customer Order No. (4th to 6th digits) Customer Code (2nd & 3rd digits) Product Line/Factory Code (1st digit)

  12. 1st digit means product line/factory code 2nd and 3rd digits refer to the customer code 4th to 6th digits refer to serial internal order no. 7th digit is always “-” and without meaning 8th digit refers to the garment production month Internal Order (IO) Coding System

  13. Product Line/Factory Code

  14. Creation of Internal Order (IO) • Creation of IO number • One style = one IO number, except: • Top/bottom set or coordinates which must be packed together – assign one IO per set. In Sales Confirmation, create multiple “partials” and assign one style per partial. • CK order that uses multiple patterns and multiple deliveries – assign one IO per style per pattern

  15. GJM orders produce in LT factories • Merchandising: • Create LT-IO in Sales Confirmation, eg., V7X010 • Indicate “T” (stands for GJM) in Sales Office field • Issue fabrics PO using LT-IO • Create IORS using T-IO using same numeric sequence as the LT-IO, eg., T7X010 • Purchasing: • Issue accessories PO using LT-IO • Material Logistics: • No change, receive/send materials based on LT-IO

  16. GJM orders produce in LT factories • LT Production/Logistics: • No change, produce garment as usual • Prepare shipping documentation from LT factory to HK as usual, send one set of document to GJM Rep Office • Finished goods Logistics: • GJM Rep Office to issue invoice in AS400 invoice using T-IO, plus commercial invoice for US custom clearing

  17. Customer List

  18. Process Flow for AS400 Systems

  19. Order Booking Process Flow PYO Merch/Purch US/UK Sales Office Production Update an formatted Excel file for Sales Forecast Update Sales Forecast Update an formatted Excel file for Option Order Update Option Order Order booking from Direct Buyers Order Details/ Customer PO Update Firm Order Update Production Schedule (manual) Sales Detail With Sketch Print Report from Sales Confirmation

  20. Order Booking • Process description • GJM-US/UK update a formatted Excel file for the sales forecast and option orders. • MP (Corp. Merchandising) update AS400’s Sales Confirmation – sales forecast and option orders. • For non-GJM-US/UK orders, MP updates Sales Confirmation based on order booking received from Buyers. • For orders confirmed by Buyers but no PO to follow, GJM-US/UK sends MP an Order Detail Sheet, for the creation of Firm Order in Sales Confirmation. MP should update the matching of IO# VS PO#.

  21. Order Booking • Process description (cont’n..) • If PO is already available, GJM-US/UK sends a copy of the PO to the MP for updating. • For non GJM-US/UK orders, MP enters Firm Order in Sales Confirmation directly, based on order details obtained from the Buyers, via email or PO. • If firm order can be referenced to a soft order, Firm Order must be created under Option order module. • Production can print the Sales Details and Sales Summary report from Sales Confirmation. • MP print out the Sales Detail from Sales Confirmation with sketch for production.

  22. Sales Detail with Sketch SALES CONFIRMATION - Sales detail Firm: 102120156 Crtby: 1374 6/12/02 LastUpd: 1374 6/12/02 Option: 102120011 Location : T GJM - Panyu Customer : 87 DIL WOM SLEE Product month : 3 March Product year : 2003 IO number : T87158-3 Partial : 1 Style number : S32HN501 Model number : CTTN KNIT BOXER Cutting : S Solid Assigned line : Order quantity : 5406.00 PCS Price terms : LDP Efficiency/SMV : 11.67 EQ qty/Ttl SMV : 63088 Customer delvy : 4/04/03 Factory delvy : 4/03/03 Fabric ETA : IN DC date : 5/05/03 Garment wash : N Non Wash Flatlock stitch: N None Embroidery : N (Y/N) Printing ( 0 ) : N None Applique : N (Y/N) Sales Office : Quota Order qty 350 5406.00

  23. Pre-production and Sample Making Process Flow PYO QA Sample Room US/UK Sales Office PYO Merch/Purch Create Sample Requisition (no change) Make sample, Calculate BOM, YY & SMV (no change) Send Tech Pack To MP Require costing? Y Prepare quotation And Pre-costing N END

  24. Pre-production and Sample Making • Process description • GJM-US/UK creates the Sample Requisition directly in the SRS/SLS systems, indicating the style number. • For non GJM-US/UK samples, Requisition is entered by MP in the SRS/SLS systems. • QA/Sample Room proceeds to make the sample and updates the BOM, OSS and SMV systems. • QA/Sample Room sends Tech Pack to the MP via email. • If quotation is required, pre-costing is calculated by the MP using spreadsheet.

  25. Merchandising and Purchasing Process Flow US/UK Sales Office PYO Merch/Purch IO No. created In Sales Confirmation PYO Order? N Y Quota PO Purchase Quota Create IO Heading (MP) Create IO File Status (MP) PI only Create IORS (MP) Calculate mat’l Requirements (Purchaser) X1

  26. Merchandising and Purchasing Process Flow US/UK Sales Office PYO Merch/Purch X1 Fabric? N Y Issue Pro-forma PO Fabric PO Issue Fabric & Accessories PO (LTG/GJM Purchaser) Accessories PO Send AS400 PO To Vendor (MP/Purchaser) Inspect Fabric (LTG QA)

  27. Merchandising and Purchasing • Process description • When a firm order is entered in the system, an IO number is automatically generated. • If order is allocated to PYO, MP coordinates with the Quota Officer to purchase appropriate quota. • MP proceeds to update the following: • IO Heading – product detail such as color, style and size • IO File Status – technical information send to Philippines factory only • IORS – final costing, using gross YY

  28. Merchandising and Purchasing • Process description (cont’n..) • Based on the BOM, IO Heading, product detail and order detail, MP and Purchaser calculate total material requirement for fabrics and accessories, respectively. • MP issues the pro-forma fabric PO per vendor to LTG Purchasing Representative for system data entry. • The AS400 PO print-out is distributed by LTG Purchasing Rep to the MP and Purchaser concerned, together with the pro-forma fabric PO, for sending to the vendor. • GJM purchaser create Trims PO using AS400 system and send to the vendor.

  29. Merchandising and Purchasing • Process description (cont’n..) • QA team schedules and conducts fabric inspection based on the PO data and inspection instructions entered in the system. Summary inspection result is entered in the system.

  30. Material Logistics - PYO Process Flow Logistics/Shipping PYO Merch/Purch PO for Accessories Execute Materials Receiving PO for Fabrics Execute Materials Issuance Update the inventory Movement in WareTrack

  31. Material Logistics - PYO • Process description • GJM-Panyu will use ATL system as factory logistics and inventory system. The receiving count on factory receiving. And the sending will be equal to the issuance to production. • Vendors are required to indicate the PO and IO number on the delivery note/packing list/invoice upon delivery. After physical receiving, PYO Logistics updates the Receiving module by calling the IO or PO number as reference. In case of discrepancy, PYO Logistics calls the attention of MP or Purchaser immediately to advise disposition.

  32. Material Logistics - PYO • Process description (cont’n..) • PYO Logistics issues material to production based on Material Requisition. The Sending module of AS400 is updated. • PYO Logistics ensures that physical inventory matches system balances at all times. • PYO Logistics also use WareTrack as their warehouse management system (ATL version and no linkage to others system).

  33. Material Logistics – nonPYO Process Flow Logistics/Shipping PYO Merch/Purch PO for Accessories Execute Material Receiving at ATL Execute Material Sending at ATL PO for Fabrics Execute Material Receiving at Factory (Not AS400 System) Execute Material Issuance at Factory (Not AS400 System)

  34. Material Logistics – nonPYO • Process description • Upon receipt of materials, ATL updates material receiving based on IO or PO as usual. • ATL arranges loading and shipment of materials to the Factory and updates material sending, including pro-forma invoice used in customs clearing. • Based on the AS400 sending detail or packing list, Factory Logistics updates its legacy inventory system to record goods receipts. • Factory Logistics issues materials to production based on Requisition and updates its legacy inventory system to record goods issuance.

  35. Production Process Flow PYO Merch/Purch Production IO Heading Update Production Schedule (manual) Check material Readiness X3 Issue Material Requisition (manual) Update Production Output in PMS

  36. Production • Process description • Based on the order details in IO Heading. Production Coordinator updates its production schedule manually. • Production Coordinator can print a materials status report from AS400 using IO number as reference key. • Once materials are ready, Material Requisition is prepared for material issuance by Production. • Production output per process is updated by Production Coordinator in the PMS system.

  37. Finished Goods Logistics Process Flow PYO Merch/Purch Logistics/Shipping Production Pack Finished Garment Y Require ASN? Download EDI PO from LT/Tellas FTP N Issue Packing List manually Scan & Pack (ASNxFGA) X2 Packing List IORS Generate Sales Inv.

  38. Finished Goods Logistics • Process description • Before garments are packed, Logistics checks if barcodes are required. • If yes, EDI PO must be downloaded from LT or Tellas FTP for uploading in FGA, otherwise, garments are packed as usual and packing list prepared manually. • For EDI PO’s, Logistics proceed with scan & pack and generation of the packing list. • Packing list is forwarded to Shipping for the generation of invoice.

  39. Quota Sourced Through IE Company Process Flow IE Company PYO Merchandiser Quota Dept Summarize quota & Order requirements Confirm IE Company Draft pro-forma contract Update quota system Issue draft Pro-forma contract Confirm contract Prepare customs handbook Draft export license Finalize export License – Actual Qty Export license Send invoice Create Garment PO in the system Update quota system Settle payment

  40. Quota Sourced Through IE Company • Process description • At least two (2) months before garment delivery, MP provides quota and order detail to the Quota Dept, who in turn names appropriate IE company. • MP drafts a pro-forma contract to the IE company, who in turn copies the information in their letterhead. • MP reviews and confirms the IE contract by affixing his/her signature on the contract. • IE company prepares the customs handbook. • MP sends a draft export license to the IE company, who in turn confirms and types actual quantity. Actual quantity is provided by Factory.

  41. Quota Sourced Through IE Company • Process description (cont’n..) • Based on the export license and invoice sent by the IE company, MP creates the Garment PO in the system. • Quota dept updates the system and settles payment with the IE company.

  42. Quota Sourced Independently Process Flow PYO Merchandiser Quota Dept Submit China Quota Requisition Form & Draft Export License Search quota company Negotiate price & delivery date Issue Quota PO & Arrange payment Receive final visa/export License Update system

  43. Quota Sourced Independently • Process description • At least one (1) month before garment delivery date, MP submits the China Quota Requisition Form and Draft Export License to the Quota Dept. • Quota dept sources the quota and places the order to the appropriate vendor. • Quota dept Issues the Quota PO from the system and furnishes vendor all related documents. • As soon as the account is settled, Quota dept receives final visa/export license from the vendor. • Quota dept updates the system.

  44. Material Purchase Outside of PYO US Nominated Vendor PI/SL Vendor Invoice Manual PO Invoice Manual PO GJM US/UK GJM PYO GJM PI/SL AS400 PO AS400 PO Invoice Invoice

  45. Material Purchase Outside of PYO • Process description • As a general rule, all material sourcing and purchasing is handled in PYO except authorized local purchase and Buyer’s nominated vendor. • Authorized local purchase should be supported by a PO issued by the Purchasing team of PYO to respective office/factory. • Nominated vendor shall be based on the list to be provided by GJM-US/UK to the Material Procurement Director.

  46. Lace/Fabric Purchase with VAP

  47. Lace/Fabric Purchase with VAP • Process Description • MP issue pro-forma fabric PC for lace/greige fabric to LTG staff for encoding. The unit price is for lace/greige fabric only. • MP sent the AS400 fabric PC to lace/greige fabric mill.Nominated vendor shall be based on the list to be provided by GJM-US/UK to the Material Procurement Director. • Lace/greige fabric mill delivery to ATL or Panyu. P/L or D/N should show the AS400 PC Number. • If the lace/greige fabric delivery to VAP vendor directly. MP should pass the P/L or D/N to logistics.

  48. Lace/Fabric Purchase with VAP • Panyu Logistics or ATL encode the receiving and sending. • MP issue pro-forma fabric PC for VAP process with the lace/greige fabric PC number to LTG staff for encoding. The unit price is for VAP charges only. Also MP should type the lace/greige PC number and “Lace/greige fabric is supplied by Luen Thai” on the remarks • MP sent the AS400 fabric PC to VAP vendor. • If the lace/greige fabric delivery to Panyu. MP should issue D/N to logistics for send out the lace/greige fabric to VAP vendor. • Logistics send the lace/greige fabric to VAP vendor.

  49. Lace/Fabric Purchase with VAP • Finished fabric delivery to ATL or Panyu. P/L or D/N should show the lace/greige and VAP AS400 PC number. • Panyu Logistics or ATL encode the receiving and sending. • Lace/greige fabric mill issue invoice to account. • Account issue payment to fabric mill for lace/greige fabric. • VAP vendor issue invoice to LTG account. • Account issue payment to VAP vendor for VAP charges.

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